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Below is an example of a conflict of interest policy for an advisory panel. This is part of the Community Benefits Toolkit. This was developed and written by Foundation Scotland, Revision 1. It was Commissioned by the Scottish Government and Energy Saving Trust, produced by Local Energy Scotland.
(NB: Where the decision making group is the Board of a Company or SCIO, you are advised to check the organisation’s governing document and any relevant legislation, which may set out procedures to be followed in relation to members’ conflicts of interest).

All Panel Members will complete a Declaration of Interests Form listing groups or organisations in which they have a direct interest, and will update this at least annually. A Register of Panel Members’ Interest will be maintained by [NAME OF ORGANISATION] and shared with all Panel Members.

A direct interest means any of the following:

  1. they /or a family member[1] are a Committee or Board member of the organisation requesting funding
  2. they /or a family member are an employee of the organisation requesting funding, or the grant will contribute towards their expenses
  3. they /or a family member have been involved in preparing the funding proposal
  4. they /or a family member are, or are likely to become, a supplier / contractor in relation to the project or activity that is the subject of the funding proposal.

Where a Member has a direct interest, they must declare this at the relevant Panel meeting prior to any discussion over the funding proposal in question. Members will not participate in decisions regarding any funding proposal in which they have a direct interest, and must leave the meeting while the funding decision is made.

Conflicts of interest will be a standing agenda item at Panel meetings and all declarations of interests in applications being discussed will be recorded in the minutes.

If a Panel Member is in any doubt about the nature of their interest or the application of these rules, they should consult with the Chair of the Panel. The majority view of the Panel members present should determine the appropriate course of action, where this does not contravene this policy. The outcome of the Panel’s decision should be recorded in the minutes.

[1] A family member is defined as the Panel Member’s spouse, civil partner, any person with whom the Panel member lives as a partner in an enduring family relationship, a sibling, child or stepchild of the Panel member, a sibling, child or step-child of a Panel member’s partner, or the Panel member’s parents or their siblings.